Music Festival Shopping List
A music festival needs more than performers and a playlist. You’ll need enough cups, tableware, drinks, seating, lighting and technical supplies for the full audience, plus spares for the items most likely to run out or fail. Buy or reserve anything with a lead time—such as stage sections, speakers, mixer, microphones and tents—before you start promoting the event. Use the expected guest count and festival hours to set quantities, then chill drinks and check every cable, battery and power strip before opening.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 4
- Beer tablesqty 12
- Foldable tablesqty 8
- Folding chairsqty 80
- Bar stoolsqty 12
- Bar matsqty 3
- Stage sectionsqty 12
- Artist benchesqty 6
Equipment
- Speakersqty 6
- Subwoofersqty 2
- Mixer
- Microphonesqty 6
- Microphone standsqty 6
- DI boxesqty 4
- Monitor speakersqty 4
- Audio cablesqty 20
- Extension cordsqty 12
- Power stripsqty 12
- Cable reelsqty 6
- Sound insulationqty 8
Lighting
- LED spotlightsqty 12
- Light standsqty 4
- Mood lightingqty 8
- Battery lanternsqty 10
- Spare batteriesqty 24
Tableware
- Reusable cupsqty 350
- Wine glassesqty 80
- Platesqty 300
- Cutlery setsqty 300
- Serving spoonsqty 12
- Serving traysqty 20
Kitchen
- Coolersqty 8
- Ice containersqty 4
- Thermos flasksqty 6
- Coffee machinesqty 3
- Kettlesqty 3
- Cutting boardsqty 6
- Chef's knives, bread knives, and paring knivesqty 12
- Pliersqty 10
- Pouring jugsqty 8
- Bottle openersqty 6
- Waste binsqty 12
Decorations
- Festival Flagsqty 10
- String light decorationqty 8
- Stage drapesqty 4
- Tablecloth setsqty 12
- Artist signsqty 6
- Program standsqty 8
Cleaning
- Broom setsqty 4
- Floor squeegeesqty 3
- Bucketsqty 6
- Microfiber clothsqty 24
- Hand broomsqty 6
- Work glovesqty 12
- Hand soap dispensersqty 8
- Paper towel dispensersqty 8
Catering
- Groceries
- Beer - 240 bottles
- Alcohol-free beer - 48 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 8 bottles
- Prosecco - 6 bottles
- Cola - 24 bottles
- Cola Zero - 18 bottles
- Orange soda - 12 bottles
- Ice tea - 12 bottles
- Tonic - 8 bottles
- Ginger ale - 6 bottles
- Spa Blauw - 120 bottles
- Spa Red - 48 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Lemonade syrup - 4 bottles
- Coffee - 8 packs
- Decaffeinated coffee - 2 packs
- Tea bags - 200 pieces
- Fresh mint tea - 6 bunches
- Sugar - 3 packs
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilogram
- Ice cubes - 40 kilogram
- Hamburger buns - 280 pieces
- Vegetarian sandwiches - 80 pieces
- Hamburgers - 240 pieces
- Vegetarian burgers - 80 pieces
- Hot Dogs - 180 pieces
- Hot dog buns - 180 pieces
- Chicken skewers - 120 pieces
- Falafel burgers - 60 pieces
- Mixed salads - 20 kilograms
- Pasta salad - 18 kilograms
- Potato salad - 15 kilogram
- Baguettes - 30 pieces
- Herb butter - 20 tubs
- Vegan sandwich toppings - 12 packs
- Ketchup - 8 bottles
- Mayonnaise - 8 bottles
- Mustard - 6 bottles
- Barbecue sauce - 6 bottles
- Garlic sauce - 6 bottles
- Sambal - 4 jars
- Salt - 2 packs
- Pepper - 2 jars
- Paprika powder - 2 jars
- Italian herbs - 2 jars
- Olive oil - 3 liters
- Chili sauce - 4 bottles
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salsa - 8 jars
- Mixed nuts - 6 kilograms
- Olives - 5 kilograms
- Grapes - 8 kilograms
- Apples - 10 kilograms
- Bananas - 8 kilograms
- Melons - 6 pieces
- Watermelons - 4 pieces
- Cookies - 10 packs
- Brownies - 8 trays
- Vegan brownies - 4 trays
- Gluten-free snacks - 4 packs
- Napkins - 1000 pieces
- Paper straws - 500 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 3 rolls
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant spray - 4 bottles
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Garbage bags - 120 pieces
- Hand soap - 8 bottles
Safety
- First aid kitsqty 3
- Fire extinguishersqty 6
- Safety vestsqty 12
- Crowd control barriersqty 20
- Non-slip matsqty 12
Information
- Wristbandsqty 350
- Program cardsqty 300
- Directional signsqty 20
- Information boardsqty 8
- Pensqty 20
- Clipboardsqty 8
Tools
- Hammerqty 4
- Screwdriver setsqty 3
- Cable tiesqty 200
- Duct tapeqty 12
- Cable tiesqty 200
- Spirit levelsqty 2
Tips
- Plan reusable cups at a minimum of 2 per guest if you cannot wash them during the festival; add a separate supply of wine glasses if wine is being served. Order plates and cutlery for the busiest meal period, plus about 10% extra for breakage and unexpected guests.
- Allow at least 2 drinks per person for the first hour, then 1 drink per person per additional hour. Chill the first service before doors open and keep a reserve stock out of direct sunlight.
- Reserve stage sections, speakers, subwoofers, mixer, microphones, monitor speakers and DI boxes as soon as the date and venue are confirmed. Technical hire is often harder to replace than disposable supplies, especially for a fixed festival date.
- Count every audio cable, extension cord, power strip and cable reel during setup, not just when shopping. Keep cables off walking routes with cable protection or planned routing, and bring spare batteries for battery lanterns and other portable lighting.
- Match tents, beer tables, folding tables and chairs to the weather plan and the site layout. Check the forecast before the event, then leave enough time on the day to inspect the venue, set up the stage and test the sound and lighting before guests arrive.
Frequently asked questions
- How many reusable cups do I need for a music festival?
- Plan for at least 2 reusable cups per guest when there is no washing station, then add 10% extra. For 200 guests, that means 440 cups. Increase the number if guests can keep cups throughout the event.
- How much beer and wine should I buy for a music festival?
- For the first hour, allow 2 drinks per person; after that, allow 1 drink per person for each additional hour. For a five-hour festival with 200 guests, this equals about 1,200 drinks before adjusting for non-drinkers, water and soft drinks.
- When should I reserve festival sound and stage equipment?
- Reserve stage sections, speakers, subwoofers, mixer, microphones and monitor speakers as soon as the date and venue are confirmed, preferably at least 8–12 weeks before the festival. Check the performers’ technical requirements before finalising the order.
- What lighting and power supplies do I need for an outdoor music festival?
- Plan LED spotlights and light stands for the stage, mood lighting for guest areas, and battery lanterns with spare batteries for paths and backup lighting. Test every extension cord, power strip and cable reel during setup, ideally at least 3 hours before doors open.
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